Privacy Policy

Effective Date: 1 March 2025

This Privacy Policy explains how PROLOPE GROUP ("Prolope", "we", "us", or "our") collects, uses, shares, and protects personal data when you use our services, visit our website, or interact with us. We are committed to protecting your privacy in accordance with the General Data Protection Regulation (GDPR) and applicable Bulgarian data protection legislation.

1. Data Controller

The data controller responsible for your personal data is:

PROLOPE GROUP
Str. Zagradena Polyana 9
1151 Sofia, Bulgaria
Email: info@prolope.net
Phone: +359 898 889 887

2. Data We Collect

Information You Provide

Account Information: Name, email address, phone number, company name, job title, and billing address when you register for our services.
Communication Data: Information contained in messages you send us via email, contact forms, or support requests.
Payment Information: Billing details and payment method information necessary to process transactions.
Service Content: Documents, files, recordings, and other data you upload or create through our services.

Information Collected Automatically

Usage Data: Information about how you interact with our services, including features used, pages visited, and actions taken.
Device Information: Browser type, operating system, device type, screen resolution, and language preferences.
Network Data: IP address, approximate location (country/city level), and internet service provider.
Cookies and Tracking: Data collected through cookies and similar technologies as described in our Cookie Policy.

3. Legal Basis

We process your personal data based on the following legal grounds under Article 6 of the GDPR:

Contract Performance (Art. 6(1)(b)): Processing necessary to provide our services, manage your account, and fulfill our contractual obligations to you.
Legitimate Interests (Art. 6(1)(f)): Processing necessary for our legitimate business interests, such as improving our services, preventing fraud, and ensuring network security, where these interests are not overridden by your rights.
Consent (Art. 6(1)(a)): Where you have given explicit consent for specific processing activities, such as receiving marketing communications or the use of non-essential cookies.
Legal Obligation (Art. 6(1)(c)): Processing necessary to comply with applicable laws, such as tax regulations, accounting requirements, or legal proceedings.

4. Processing Purposes

We use your personal data for the following purposes:

Providing, maintaining, and improving our services.
Creating and managing your account.
Processing payments and sending invoices.
Responding to your inquiries and providing customer support.
Sending service-related notifications and updates.
Sending marketing communications (with your consent).
Analyzing usage patterns to improve user experience.
Detecting, preventing, and addressing fraud, abuse, and security issues.
Complying with legal obligations and enforcing our terms.

5. Data Sharing

We do not sell your personal data. We may share your data with the following categories of recipients:

Service Providers: Trusted third-party companies that assist us in operating our services, such as hosting providers, payment processors, and analytics services. These providers are contractually bound to protect your data.
Business Partners: Authorized resellers or partners who help deliver our services to you, subject to appropriate data protection agreements.
Legal Requirements: Government authorities, law enforcement, or other third parties when required by law, regulation, legal process, or enforceable governmental request.
Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your data may be transferred to the successor entity.

6. International Transfers

Your personal data is primarily processed and stored within the European Economic Area (EEA). If we transfer personal data outside the EEA, we ensure appropriate safeguards are in place, including:

EU Standard Contractual Clauses (SCCs) approved by the European Commission.
Adequacy decisions by the European Commission for the recipient country.
Other legally recognized transfer mechanisms under the GDPR.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected:

Account Data: Retained for the duration of your account and up to 30 days after account closure to allow for data export.
Billing Data: Retained for 10 years to comply with Bulgarian tax and accounting regulations.
Communication Records: Retained for up to 3 years for customer support and service improvement.
Usage and Analytics Data: Retained in anonymized or aggregated form for up to 2 years.
Marketing Consent Records: Retained for as long as the consent is valid and for 3 years after withdrawal for compliance purposes.

When personal data is no longer needed, it is securely deleted or anonymized.

8. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

Right of Access (Art. 15): You can request a copy of the personal data we hold about you.
Right to Rectification (Art. 16): You can request correction of inaccurate or incomplete personal data.
Right to Erasure (Art. 17): You can request deletion of your personal data where there is no compelling reason for continued processing.
Right to Restriction (Art. 18): You can request that we restrict the processing of your personal data in certain circumstances.
Right to Data Portability (Art. 20): You can request your personal data in a structured, commonly used, machine-readable format.
Right to Object (Art. 21): You can object to the processing of your personal data based on legitimate interests or for direct marketing purposes.
Right to Withdraw Consent: Where processing is based on consent, you can withdraw your consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at info@prolope.net. We will respond to your request within 30 days.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

Encryption of data in transit (TLS/SSL) and at rest.
Access controls and authentication mechanisms.
Regular security assessments and vulnerability testing.
Employee training on data protection and security practices.
Incident response procedures for data breaches.

10. Complaints

If you believe that your data protection rights have been violated, you have the right to lodge a complaint with the supervisory authority:

Commission for Personal Data Protection (CPDP)
2 Prof. Tsvetan Lazarov Blvd.
1592 Sofia, Bulgaria
Website: www.cpdp.bg
Email: kzld@cpdp.bg

We encourage you to contact us first at info@prolope.net so we can address your concerns directly.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by email. The "Effective Date" at the top of this page indicates when the policy was last revised.

12. Contact

For any questions or concerns regarding this Privacy Policy or our data processing practices, please contact us: